Essential Steps for a Smooth Transition

Overview

A business relocation is a significant opportunity for growth and improvement, but it also entails various complexities and risks. To ensure a smooth and successful transition, businesses need to plan and coordinate every aspect of their move, from logistics and budgeting to communication and compliance. Whether they engage external experts or manage the process internally, they must maintain a high level of organization and efficiency throughout the relocation. In this section, we provide a comprehensive Business Move Checklist and Business Move Coordination Tasks that will help businesses achieve their relocation objectives and minimize disruptions.

Business Move Checklist

The Business Move Checklist is a detailed guide that covers all the essential steps that a business needs to take before, during, and after the relocation. 

1. Review the lease terms and conditions of the new office and the current office, and make sure you comply with them.
2. Conduct a site visit of the new office and verify the floor plan, layout, furniture, equipment, and utilities.
3. Inventory and label all the items that need to be moved, and dispose of or donate any unwanted items.
4. Arrange for the installation and testing of the security system, fire alarm, and emergency lighting at the new office.
5. Update your online presence, such as your website, social media, and online directories, with your new address and contact information

The checklist includes the following tasks, among others:

• Select a move coordinator and committee.
• Establish a preliminary relocation budget
• Determine whether the move warrants hiring a third-party move management consultant
• Coordinate moving of servers with IT provider/support
• Order data circuits and/or specialty circuits
• Contact the post office for change of address
• Notify vendors of change of address
• Change address with any publications that are delivered to office
• Notify insurance carrier of change of address and new office’s requirements
• Contact the Franchise Tax Board for change of address
• Contact the Employment Development Department for change of address
• Contact the Secretary of State for change of address

 

Business Move Coordination Tasks

The Business Move Coordination Tasks are a series of tasks that need to be completed two months, one month, two weeks, and during the move week and post-move support. 

2 Months Prior to Move:

1. Coordinate with the building management of the new office and the current office on the move-in and move-out dates and procedures.
2. Communicate the move plan and schedule to your employees, clients, and stakeholders, and solicit their feedback and suggestions.
3. Order new furniture, equipment, and supplies for the new office, if needed.
4. Review and update your insurance coverage for the move and the new office.

The following are some of the tasks included in the coordination tasks:

• Coordinate with IT on server move, desktop, and PBX timelines
• Assemble ‘Move Team’ with each department having a ‘Move Liaison’
• Schedule weekly move coordination meetings
• Review & define areas of responsibility
• Move sequencing/timeline preparation
• Collect all furniture layout plans from employees for their new spaces
• Common areas (coffee/break rooms, copy rooms, etc.)
• De-installation & installation responsibilities – coordination of timing
• Prepare lab equipment ID matrix of all equipment moving (if applicable) – check/review special equipment installation compatibility/requirements (coordinate with users)
• Develop preliminary move schedule.

 

1 Month Prior to Move:

1. Confirm the final move date and time with the movers, and review the contract and insurance details.
2. Pack and label all the items that are not essential for daily operations, and store them in a secure location.
3. Train your employees on how to pack and unpack their personal and work-related items, and assign them specific roles and responsibilities for the move day.
4. Create a contingency plan for any potential issues or delays that might occur during the move.

The following are some of the tasks included in the 1 Month Prior to Move:

• Assign move numbers/labeling/tagging scheme – prepare floor plans/layouts
• Create employee move packets and instructions on how to move
• Prepare agenda for employee move orientation meeting
• Create public relations campaign with press releases to highlight new location and/or office-warming party
• Secure off-site storage location for old files
• Discuss and agree on move insurance needs with company
• Modify new space to meet equipment demands as necessary (coordinate with users)
• Determine security procedures for the move
• Coordinate to add your listing to lobby directory at new site
• Fine-tune move schedule

 

2 Weeks Prior to Move:

1. Back up all your data and files, and secure your IT equipment and devices.
2. Confirm the delivery and installation of the new furniture, equipment, and supplies at the new office, and inspect them for any damages or defects.
3. Distribute the new keys, access cards, and parking permits to your employees, and collect the old ones from them.
4. Conduct a final walk-through of the new office and the current office, and make sure everything is ready and in order.

The following are some of the tasks included in the 2 Week Prior to Move:

• Finalize move schedule
• Hold employee move orientation meeting
• Distribute employee move packets
• Schedule packing material and label delivery
• Prepare employee welcome packet to the new space (restrooms, gyms, break rooms, copy rooms, etc.)
• Move team preparation for move – channels for communication, change requests, etc.
• Schedule move day on site help
• Create a list of emergency contacts, cell phone numbers, and vendors that includes moving company, building management, utilities, telecommunications, etc.
• Identify ‘lost and found’ at both origin and destination
• Identify move command central – for mover and employee inquiries
• Select cleaning vendor for post-move

 

Move Week:

1. Supervise and assist the movers with loading and unloading the items, and check the inventory list for any missing or damaged items.
2. Set up and test the IT system, network, phone, and internet connections at the new office, and troubleshoot any issues or problems.
3. Arrange for the cleaning and restoration of the current office, and return it to the landlord in good condition.
4. Celebrate the successful move with your employees, and thank them for their hard work and cooperation.

  The following are some of the tasks included in the Move Week:

• Schedule additional packing material and label delivery
• Tag and label destination site – room numbering and equipment IDs
• Mount ‘You are here’ floor plans and color-coding instructions
• Schedule training for all emergency procedures at new location
• Distribute contact lists for emergency/on site/on call lists
• Review and finalize all move sequences/schedules – distribute to move team
• Prep building for move – surface protection, corner guards, etc.
• Distribute new security ID cardkey entry badges
• As close as possible to moving day – change locks and access codes at new location

 

Move Day(s):

• Assign origin and destination move liaisons
• On site help to coordinate move related questions, etc.
• Complete job walk each day of move of schedule/completion/damage, etc.
• Prepare ‘honey-do’ lists
• Allocate keys and/or access cards for new location
• Distribute employee welcome packets at their new destinations

 

Post Move Support:

1. Address any issues or concerns that your employees, clients, or stakeholders might have regarding the new office, and provide them with the necessary support and guidance.
2. Evaluate the move process and outcomes, and identify any areas for improvement or lessons learned.
3. Update your business records, documents, and licenses with your new address and contact information.
4. Enjoy your new office and the opportunities it brings!

The following are some of the tasks included in the Post Move:

• Move central command post – support employee inquiries, lost & found, honey-do lists, etc.
• Dispatch appropriate team(s) for post move support – hang whiteboards, equipment fit up, etc.
• Collect all access items including security cards, keys, and parking passes for old location and confirm return of deposits held by landlord for items.
• Survey for damage – prepare and submit reports.
• Distribute new reports and assign any outstanding tasks